Trust & Company Administrator

Job Type: Permanent

Location: Isle of Man

1. General

To administer a portfolio of client entities and trusts
to a high professional standard. To work with and
generally co-operate with all members of your team
and with the other departments within the
organisation with the aim of ensuring that all clients’
requests are dealt with in a timely and professional
manner. To provide general support and assistance
to the Client Portfolio Manager.

2. Existing Client Enquiries

To respond to existing client enquiries and provide
quotes for specific work requested as and when
required.

3. New Client Enquiries To respond to new client enquiries in the absence of
the New Business Assistant or when deemed
appropriate to do so.

4. Due Diligence & Anti-Money
Laundering provisions
To develop and maintain awareness of due diligence
requirements and anti-money laundering provisions
within the organisation and ensure proper
compliance with the same.

5. Name Checks and
Reservations
To submit applications to the Companies Registry or
request agent to apply for name approval and
reserve names, as appropriate, in all jurisdictions.

6. Incorporation & Structuring of
Companies and Establishment
of Trust
To arrange the incorporation of companies in all
jurisdictions and the establishment of trusts. To
attend to structuring of incorporated companies and
trusts for designated clients including preparation of
all documentation required internally and externally.

7. New Clients
To liaise with the Business Development Team with
regard to the ongoing administration of companies
and trusts provided to new clients.

8. Review of New Companies’
Ongoing Requirements
To receive, review and sign off the New Company
Checklist following preparation of the transfer
documents and to ensure that all ongoing/pending
matters are diarised and/or dealt with accordingly.

9. Preparation of Additional
Documents Requested by
Clients
To prepare and/or obtain Powers of Attorney,
Certificates of Good Standing, Certificates of
Incumbency, certified and/or legalised documents,
additional resolutions and any other documentation
requested by clients.

10. Annual Returns and
AGMs
Where we provide company secretary or on a client’s
specific request, to attend to the preparation and
filing of Annual Returns and the preparation of AGM
minutes for relevant jurisdictions.

11. Filing and Tax Deadlines
To monitor and remind clients of deadlines for the
filing of Annual Returns and the payment of taxes in
all jurisdictions to ensure that penalties are not
unnecessarily incurred by either clients.

12. Day to Day Administration
of Client Companies & Trusts
To attend to alterations to company structure
including the appointment and resignation of
officers, allotment and transfer of shares, issue of
share certificates, changes of company names,
alteration of share capital and/or Memorandum and
Articles of Association. Attending to the preparation
and filing of all related documentation and liaising
with client, agent and Companies’ Registries as
necessary.
Corresponding with trust protectors to ensure the
correct management of trusts, attending to
distributions from trust funds and review and
consideration of transactions. Consideration of
investment opportunities and liaising with
brokers/investment managers to facilitate trades,
consideration of beneficiary loan requests and
attending to payments. To review trust instruments
and powers to ensure that breaches of trust do not
occur. Preparation of supplemental deeds, liaising
with advocates for trust advice and with tax advisors
and monitoring trust transactions in order to identify
taxable events.
To ensure that bookkeeping records are maintained
or annual accounts prepared for both companies and
trusts as appropriate under policy.
To attend to the termination of trusts.

13. Opening, Operating and
Administration of Bank
Accounts
To open bank accounts as required and, where we
provide directors and signatories, to ensure that the
accounts are operated and instructions dealt with
efficiently. To keep cash sheets on all controlled
accounts where appropriate. To ensure that all bank
account details are entered on ViewPoint.

14. Contracts and Agreements Where we are directors or trustees, to review all
contracts and agreements for signature and be able
to provide a summary of its content to the signing
director(s) or trustee. To prepare appropriate
minutes or resolutions of the authority of the
directors or trustees in respect of the same.

15. Files
To open files for correspondence, statutory
documents, bank related items and clients as and
when necessary. To ensure the good order of such
files and to open new files when old files become full
and cumbersome.

16. Closure of Defunct Companies To follow the correct procedure and arrange for the
proper closure and archiving of files as necessary.

17. Company Searches To arrange company searches in any offshore
jurisdiction for existing clients.

18. Invoicing, Credit Notes,
ViewPoint Billing and
ViewPoint Time and
Disbursements Systems
To prepare billing request forms for any special or
fixed fees agreed with clients. Alternatively to
ensure that the correct amounts of time, fixed fees
and disbursements are entered onto the ViewPoint
systems for later invoicing by the Internal Accounts
Department. To prepare credit note requests where
an error has been made or new fees have been
negotiated with the client.

19. ViewPoint To ensure that all records are kept up to date for all
clients and companies on both the ViewPoint
Administrator and ViewPoint Billing systems.

20. Systems and Procedures To maintain awareness of the organisation’s general
systems and procedures on an ongoing basis.

21. Our Products & Services To develop and maintain knowledge of the corporate
products, services and fees offered to clients 

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